Mẫu email tiếng Nhật công sở (Keigo)

Apologies (7)

• Apology for late delivery — Apology email for a delivery delay. Explains the reason for the delay and provides a new estimated delivery date.
• Apology for a document error — Apology email for an error found in a submitted document. Clearly identifies the correction and resends the correct document.
• Apology for missing a meeting — Apology email for missing a scheduled meeting. Includes the reason for absence and proposes alternative dates.
• Apology for a late reply — Apology email for a delayed reply. Includes the reason for the delay along with the actual response to the original inquiry.
• Apology for a service issue — Apology email for a service outage or system issue. Covers the incident details, impact, recovery status, and preventive measures.
• Apology for providing wrong information — Apology email for providing incorrect information. Includes the correction and measures to prevent recurrence.
• General apology for inconvenience — General-purpose apology email for causing inconvenience to a business partner. Describes the specific issue and corrective actions.

Confirmations (6)

• Meeting confirmation — Email to confirm the date, time, and location of an upcoming meeting. Ensures alignment on all details.
• Document receipt confirmation — Confirmation email upon receiving documents from a business partner. Acknowledges receipt and outlines next steps.
• Order details confirmation — Email to confirm order details with a client. Lists the specifics and asks for confirmation to avoid discrepancies.
• Schedule change confirmation — Email to confirm and share a schedule change. Clearly states the before and after details for verification.
• Event attendance confirmation — Email confirming attendance at a seminar or event. Confirms participation and verifies event details.
• Delivery completion confirmation — Email to confirm delivery completion with a client. Asks for verification of deliverables and inquires about any questions.

Greetings (7)

• First contact with a new client — Email template for making first contact with a new client or business partner. Includes a polite self-introduction and a request for future cooperation.
• Introduction as a new manager — Email template for introducing yourself as a new manager or person in charge to existing clients. Covers the handover from your predecessor and your commitment going forward.
• Follow-up after business card exchange — Follow-up email sent after exchanging business cards at an exhibition, networking event, etc. Expresses gratitude for the meeting and hope for future connection.
• New Year business greetings — New Year greeting email sent to business partners at the beginning of the year. Includes thanks for the past year and wishes for prosperity in the new year.
• Year-end business greetings — Year-end greeting email to express gratitude for the past year's business relationship and request continued support in the coming year.
• Transfer or relocation announcement — Email to notify business partners of your transfer or relocation. Introduces your successor and expresses gratitude for the relationship.
• Retirement farewell message — Farewell email sent to business partners upon retirement. Conveys deep gratitude for years of business relationship.

Refusals (6)

• Declining an invitation — Email template for politely declining an invitation to an event or dinner. Expresses gratitude while explaining the inability to attend.
• Declining a business proposal — Email for declining a business proposal or quotation. Communicates the decision while maintaining the business relationship.
• Declining a discount request — Email for politely declining a discount request. Explains why current pricing is appropriate and offers alternatives.
• Declining a project due to unavailability — Email for declining a project due to resource constraints or scheduling conflicts. Suggests alternatives or future collaboration possibilities.
• Politely declining a request — General-purpose template for politely declining a client request. Balances consideration for the requester's feelings with a clear refusal.
• Declining a transfer or reassignment — Email template for respectfully declining a proposed transfer or reassignment from a superior. Conveys commitment to current responsibilities and reasons for declining.

Reminders (6)

• Payment reminder — Polite email reminding a client of an overdue payment. Restates the invoice details and payment deadline.
• Reply reminder — Gentle reminder requesting a reply to a previously sent email. Uses soft language to avoid being pushy.
• Quotation follow-up — Follow-up email to check on the status of a submitted quotation. Inquires tactfully without being pushy.
• Second reminder (firmer tone) — Second follow-up email when the first reminder went unanswered. Uses slightly more direct language to convey urgency.
• Deadline reminder — Reminder email to notify stakeholders of an approaching deadline. Clearly communicates the deadline and required actions.
• Document submission reminder — Reminder email requesting submission of outstanding documents. Restates the required documents and submission deadline.

Reports (6)

• Notification of manager change — Email to notify clients of a change in their account manager. Introduces the new contact and ensures a smooth transition.
• Report of project delay — Email to report a project delay to stakeholders. Details the cause, impact, and mitigation measures.
• Office relocation notification — Email to notify business partners of an office relocation. Provides the new address, contact information, and business start date.
• Sending meeting minutes — Email for sending meeting minutes after a business meeting. Aims to confirm discussion points and share next actions.
• Progress report — Email reporting on project or task progress to a superior or client. Summarizes current status and upcoming plans.
• Incident report — Email reporting a work-related incident or issue to a superior. Covers the incident details, impact, initial response, and future prevention.

Requests (7)

• Request for a business meeting — Email template for requesting a meeting with a client. Proposes possible dates and asks for their availability.
• Request for a quotation — Email template for requesting a quotation from a vendor or partner. Specifies desired conditions and asks for a formal estimate.
• Request for deadline extension — Email requesting a deadline extension from a client when unable to meet the original deadline. Explains the reason and proposes a new deadline.
• Request a favor from a superior — Email template for making a special request to a superior. Uses respectful expressions to convey the reason and specifics of the request.
• Follow-up on an unanswered request — Template for gently following up on an unanswered email. Uses tactful language to avoid being pushy.
• Request for additional information — Email template for requesting additional information or documents from a client or partner. Clearly specifies the information needed.
• Request for cross-department cooperation — Email template for requesting cooperation from another department. Includes background context and specific details of the requested support.

Thanks (6)

• Thank you after a meeting — Thank-you email sent after a business meeting. Includes a summary of key discussion points and next steps.
• Thank you for a business gift — Thank-you email for receiving a business gift. Includes specific appreciation for the gift and expresses gratitude.
• Thank you for an order — Thank-you email for receiving a customer order. Confirms the order and outlines the next steps and delivery schedule.
• Thank you for a referral — Thank-you email after receiving a business referral. Reports on progress with the referred party and expresses gratitude.
• Thank you for hospitality — Thank-you email after being hosted at a dinner or reception. Expresses gratitude for the hospitality and the enjoyable time spent.
• Thank you for support and assistance — Thank-you email for support and assistance received during a project or task. Specifies how the help made a difference.

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